Pay Range 17 Breakdown

Hourly (40 hrs.)$19.7423$29.6135
Hourly (42 hrs.)$18.8022$28.2033
Hourly (56 hrs.)$14.1016$21.1525

Payroll Administrator

Range: $41,064.00 - $61,596.00 (17)
Position Number: 0059

JOB TITLE: Paroll Administrator

JOB SUMMARY: This position exclusively performs administrative and accounting functions related to the City-wide payroll.

Administers payroll system to calculate payroll, withholdings and deductions, printing of checks and transmission of direct deposits;
Oversees departmental payroll entry, manages payroll processing; pays employees in accordance with payroll laws and regulations and city policies;
Manages HTE payroll system software; trains departmental personnel in the use of HTE payroll software,
reviews all software updates and version upgrades, tests accuracy to ensure accurate and timely payment to all employees and incumbents, and reviews compliance with all laws;
Reviews and creates policies and procedures pertaining to payroll administration and processing and maintains payroll manual for use by all departments;
Trains and updates the Financial Analyst to provide for adequate back-up and continuous flow of payroll processes in the absence of the Payroll Administrator;
Administers special payrolls; maintains accrual system for vacation, sick leave, and other hours;
Communicates with bank and handles stop payments, void checks, correction of posting errors and direct deposits;
Manages payroll reporting; prepares and reconciles all reports for tax withholdings; communicates with federal and state agencies regarding tax withholdings, garnishments, and other payments; coordinates preparations of management reports; assists departments in preparation of special payroll reports; prepares and reconciles reports on vendor deductions to be sent to vendors, management, and personnel;
Audits payroll data and the payment process; reviews departmental payroll processing; reviews personnel and payroll changes made to employees in personnel and payroll system for accuracy; performs check audits of departments annually;
Reviews and reconciles withholding and deduction reports for accuracy and compliance; coordinates payment with accounts payable;
Codes pay and deduction types for account posting; analyzes and reconciles payroll subsidiary ledgers to general ledger accounts monthly and annually; prepares journal entries to correct erroneous postings; recommends the set up of new accounts for payroll posting; 
Provides data annually to actuary for calculation of funding and liability for Special Separation Allowance Pension Fund;
Prepares audit schedules and work papers, prepares supplemental schedules for financial statements, calculates payroll accruals at fiscal year end;
Develops, initiates and maintains and internal audit process specific to payroll to test for compliance and
accuracy of data entry and time tracking;
Develops plan of correction and tests results to ensure follow through on all identified audit finds;
Assists external auditors in annual audit of payroll system and records;
Resolves complex payroll problems and exercises analytical skills;
Assumes a continuous quality approach to payroll processes and brings forward suggestions for process flow efficiency and improved accuracy
Knowledge of payroll laws and personnel policies and procedures
Knowledge of payroll principles and practices
Knowledge of federal and state tax withholding laws
Knowledge of the principles and practices of computerized financial information management
Knowledge of relevant federal and state laws, city ordinances, and department policies and procedures
Skill in utilizing financial computer software programs including THE
Skill in operating office equipment such as a computer and calculator
Skill in oral and written communication 
SUPERVISORY CONTROLS: The Assistant Director of Finance assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
GUIDELINES: Guidelines include GAAP and GASB standards, IRS and State Tax Withholdings Table Booklets, Fair Labor Standards Act Book, relevant federal and state laws and city ordinances, and city and department policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.
COMPLEXITY: The work consists of related payroll management duties. Strict deadlines contribute to the complexity of the work.
SCOPE AND EFFECT: The purpose of this position is to manage the city’s payroll system. Successful performance ensures the accurate and timely processing of the city’s payroll.
PERSONAL CONTACTS: Contacts are typically with co-workers, other city employees, external auditors, representatives of federal, state and local agencies, and the general public.
PURPOSE OF CONTACTS: Contacts are typically to give or exchange information, resolve problems, provide services, and justify, negotiate, or settle matters.
PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or table. The employee frequently lifts light objects.
WORK ENVIRONMENT: The work is typically performed in an office.
Three to five years payroll experience in a governmental setting
Associate's degree in Accounting
Experience in SunGard application helpful
Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems
Ability to be bonded